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Home My WebLink About1996-01-30-0900AM-RegularBRAZOS COUNTY BRYAN. TEXAS AGENDA 91,Tl 2-9 P?9 2:43 CLERK BRAZr' r U!41Y I 11;11 BY Ct .'Ui • J ~1 BRAZOS COUNTY COMMISSIONERS COURT MEETING THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY, JANUARY 30, 1996 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 EAST 26TH STREET, SUITE 115, BRYAN, TEXAS. 1. Invocation - Commissioner Walker. 2. Pledge of Allegiance - Commissioner Walker. 3. Citizens input and/or concerns. At this time, the Judge will open the floor to citizens wishing to address the Court on county-related issues not scheduled on the agenda. Please _ limit subject matters to five minutes. The Commissioners will receive the information, conduct research into the matter, and/or place the matter on a future agenda for discussion. (A recording is made of the meeting; therefore, please give your name and address for the record.) V. 4. Presentation of award. C nsider and take action on agenda items 5 - 12: 5. Personnel Change of Status. 6. Payment of claims. \ 7. Budget Amendment 95/96-12. Proclamation declaring February 3, 1996 as "Bob Wiatt Day." 9. Renewal to Reimbursement Services Agreement with AFLAC for the Flexible Benefit Plan. 10. Changing frequency of Commissioners Court meetings. 11. Clarification of accrual procedures for leave time. 12. Resolution establishing fees to be paid to jurors for services. a I 13. Call for citizen input and/or concerns. i R 14. Adjourn. t 4 + The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements,' 'call (409) 361-4102. vo PAG \~i x: _ ~TAU.xZSr ~ -•rsASMLZC~sosvrt`A'f's4,![L r, rOC7. a 'i_ 1-l :..ti , i COMMISSIONERS' COURT REGULAR MEETING JANUARY 30, 1996 A regular meeting of the Commissioners' Court of Brazos County, Texas was held in the Commissioners' Courtroom in the Courthouse in Bryan, Brazos County, Texas, beginning at 9:00 a.m. on Tuesday, January 30, 1996, with the following members of the Court present: Alvin W. Jones, County Judge, Presiding; Gary Norton, Commissioner of Precinct 1; Sandie Walker, Commissioner of Precinct 2; Randy Sims, Commissioner of Precinct 3; Carey Cauley, Jr., Commissioner of Precinct 4; Mary Ann Ward, County Clerk. The following citizens and officials were in attendance: • Ruth McLeod Executive Assistant Susan Gandy Secretary to County Judge John Reynolds Auditor Cheryl Turney Auditor's Office Kay Hamilton Treasurer Marc Hamlim District Clerk Richard Vance County Engineer Bill Jeanes Risk Manager Fred Forsthoff Emergency Management Chris Kirk Crime Stoppers Bobby Riggs Sheriff Marijane Deen Computer Network Services Jim Kuboviak County Attorney Bill Turner District Attorney Steve Smith Judge, County Court at Law I Lynn McIlhaney Mayor Pro-Temp College Station Bob Wiatt Brazos Co. Rape Crisis Center Sherry Hastetler Brazos Co. Rape Crisis Center Carrie Hines Brazos Co. Rape Crisis Center Linda Castoria Brazos Co. Rape Crisis Center Harold Dean Brazos County Resident Tony Jones Brazos County Resident Commissioner Walker gave the invocation and led the pledge of allegiance. The County Judge asked Bob Wiatt to come to the podium • and then read a proclamation honoring him along with other dedicated volunteers who formed the Brazos County Rape Crisis Center. The City of Bryan, City of College Station, the Rape Crisis Center join with Brazos County and the people of the community to express gratitude to Bob Wiatt by proclaiming February 3, 1996 as Bob Wiatt day throughout Brazos County. The County Judge then presented the proclamation to Bob Wiatt. VOL The County Judge then asked the County Auditor to the podium and then presented him with a Certificate of Achievement for Excellence in Financial Reporting. The Certificate is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. There was no citizen input and/or concerns. The Court proceeded to consider the change of status of the following employees. NAME t F 1 c Curry, Nathan Mahoney, Paul Curry, Nathan Mahoney, Paul Moran, Sandra R. O'Bannon, Deborah Burgess, Mellonie Albarado, Cynthia Brass, Elderick Henderson, Barbara Washington, D. ' Merchant, Myesia Cornelius, D. C. Guerrero, Viviano DEPARTMENT REASON County Attorney New Emp Temp County Attorney New Emp Temp C A Hot Check Salary Change C A Hot Check Salary Change District Attorney Comp Train District Attorney Terminated JP Pct. 5 Resignation Juvenile Serv. New Emp Temp Juvenile Serv. New Emp Temp Juvenile Serv. New Employee Juvenile Serv. PT/FT Juvenile Serv. Transfer I/D Sheriff Office Transfer I/D Sheriff Office New Employee The new employees in the County Attorney's department will not receive insurance benefits. Commissioner Sims questioned an increase in the District Attorney's department from a group 8 step 2 to a group 8 .step 3. On motion by Commissioner Norton, seconded by Commissioner Walker, the Court voted unanimously to approve the changes as submitted. The Court next considered the following Claims as submitted by the County Treasurer for payment: 96-003406 through 96-003581 On motion by Commissioner Walker, seconded by Commissioner Cauley, the Court voted unanimously to approve the Claims as submitted. The Court next considered Budget Amendment #95/96-12, ` which would reallocate funds budgeted for the Treasurer's Department and increase the budget of the 272nd District F Court. On motion by Commissioner Walker, seconded by. s Commissioner Norton, the Court voted unanimously to approve 4- i ~7 V0;_ 1PAG c U i • C~ the budget amendment as submitted, a copy of which is attached hereto. The next matter for consideration by the Court was a Renewal to Reimbursement Services Agreement with American Family Life Assurance Company (AFLAC) for the Flexible Benefit Plan. Term of the Agreement is for twelve (12) months. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to renew the Reimbursement Services Agreement with American Family Life Assurance Company (AFLAC) for the Flexible Benefit Plan. A copy of the Agreement is attached hereto. The next matter before the Court was changing the frequency of Commissioners Court meetings. The County Judge moved to meet on the first and third Tuesday of the month but should a month have five weeks then the Court would also meet on the fifth Tuesday. The motion died for lack of a second. The Court next considered a clarification of policies concerning accrual procedures for leave time. On motion by Commissioner Walker, seconded by Commissioner Norton, the Court voted unanimously to adopt the clarification policies concerning accrual procedures for leave time. A copy of the clarification to the policies is attached hereto. On motion by the Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to adopt a Resolution setting the fees a juror is entitled to receive as reimbursement for travel and other expenses for each day or fraction of each day served as a juror. The following fees will be for the District Courts, County Courts, Justice of the Peace Courts and Small Claims Courts: Present for voir Dire $ 6.00 Selected for Jury Service $15.00 per day or fraction of a day There being no further business to come before the Court, the meeting was adjourned. i f 1 /f so, VOL, The foregoing minutes of the Commissioners Court meeting held January 30, 1996 have been examined and are approved in open Court this the 219 10 day of in Bryan, Brazos County, Texas. Alvin . J es County Judge Sandie alk Commissioner, Precinct r'm~ aze- - . Z~;_ , 9 -F 04 Carey C ey, r Commis ioner, P e nct 4 OL Gary Nor Commiss' n r, Precinct 1 Randy S' s Commissioner, Precinct 3 Glhs~ Mary Ann and County Clerk vol,_7-pAOe~ r i 4 n l - c • BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1995-1996 BUDGET YEAR NO. 95/96-12 On this the 30th day of January 1996 at a special meeting of the Commissioners' Court, the following members were present: Alvin W. Jones, County Judge, Presiding Gary Norton, Commissioner, Precinct 1; Sandie Walker, Commissioner, Precinct 2; Randy Sims, Commissioner, Precinct 3; Carey Cauley, Commissioner, Precinct 4; Mary Ann Ward, County Clerk. The following proceedings were held: THAT WHEREAS, on January 30, 1996, the Court heard and approved a budget amendment for the 1995-1996 budget year for Brazos County, Texas. WHEREAS, an expenditure is necessary due to the necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted September 26, 1995 the following amendment(s) to the original are hereby authorized, as described on the attached 1 page(s). ADOPTED AND APPROVED this the 30th day of January 1996 THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. By: Alvin W. Jones, County Judge Original: County Clerk's Office and attached to the original budget Copies: County Auditor County Treasurer Commissioners' Court Minutes Budget Amendment File VOL PAOELf7,. i =1.290=00] BALANCING TOTAL 1,290.00 Re'ppM ed y: M pproved -75!-e C Late ,1/23/96 ate: f yn PAG - - t BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NO. 95196 -19„ A ~ 11 i BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NO. 95198 - 19 • A FD DIV ACCT PROJ ACCOUNT NAME Dr Cr 01 120001 516400 Hourly - Temporary 1,500.00 01 120001 521000 Employment Services 1,500.00 County Treasurer - To reallocate Employment Services budget to allow for I temporary personnel salary extension. Note: The County Treasurer was advised that the Social Security line item might need adjusting due to this change. She indicated that the Social I Security would probably be sufficient due to another employee not working Ifull time. We agreed to monitor this expenditure. I BALANCING TOTAL 1,500.00 1,500.00 Prepay & :.MKW': . r''Y: ' L i•~: Date:` ` 26196° t JAN-06-96 10.41 FROM.AFLAC FLEX ONE 10*7065963109 PACE 5/6 RENSWALlA1UNDM9NT TO REIIOU1 EbIENt SERVICES AGREEbCM This ReaewWAmeodmwtto ReimbummentServices Agreement(the'Amendment') is etfewve upon execution by and between BRAZOS COUNTY and AMERICAN FAMILY LIFE ASSURANCE COMPANY ('AFLAC'). ti's Peru - Type) WIINF.SSETE: WHEREAS. a Retmbutscment Services Agreement (the 'Agreement') is in place between AFLAC and Employer, and WHEREAS, pursuantto this Amendment, and e=eptas otherwise set forth below, AFLAC and Employerdesim to continue the Agreemeor in accordance with its original terms; NOW, THEREFORE, in consideration of the munW promises and covenants contained herein, it is hereby agrred that the Agreement shall continue in full fosse and effect for additional Plan Years. IT IS FURTHER AGREED THAT Seetion v. of the Agreement shall be amended as follows: - ion V. Term of Apreanent The initial term of this Agreement shall be the initial Plan Year commencing on the effective date hereof. Thereafter, this Agreement will automatically renew for successive periods of twelve (12) months unless, at least thirty (30) days prior to the end of the then-ourent term, the Employer or AF7.AC gives written notice to the other of its intend n not to renew the Agreement- In the event of a short Plan Year (other than the fast Flan Year), this Agreement shall automatically renew for an additional twelve (12) months unless the Employer or AFLAC gives women notice to the other of its intention not to renew the Agreement within three (3) days after the Employer notifies AFLAC of the short Plan Year. IN WITNESS WHEREOF, the parties hereto hive weed this Agreement to be executed in duplicate and signed by an Officer of the Employer and an Officer or duly authorized worldwide headquarters Employee of AFLAC to do so. Dated at Columbus. GA American Family Life Assurance Company of This day By= Dom, I- Fisher Second Vice President, Director of Administration/Compliance FLEX ONE* Dared at BRAZOS COUNTY This 8th day of JANUARY , 19 96. f By: StteatAddress 300 E. 26TH STREET SUITE 313 t• r€ BRYAN, TEXAS 77803-5327 f, OFFICE TELEPHONE: !4042361-4344_ ' FAX LINE: (409)361-4368 f voL,- 2 PAa E A o .ZOS COUNTY BRYAN. TEXAS • RESOLUTION WHEREAS, Subtitle E, Chapter 61, Section 61.001(c) of the Government Code, authorizes the Commissioners Court of each County to set the level of expense reimbursement to be paid to prospective jurors; and WHEREAS, Section 61.001(a) denotes that the prospective juror is entitled to receive as reimbursement for travel and other expenses an amount not less than $6.00 nor more than $30.00 for each day or fraction of each day served as a juror, it is THEREFORE, the Commissioners Court of Brazos County is of the opinion that the following fees are reasonable. • These fees.will be for the District Courts, County Courts, Justice of the Peace Courts and Small Claims Courts. Present for Voir Dire $ 6.00 Selected for Jury Service $ 15.00 per day or fraction of a day FURTHER, the Commissioners Court is of the opinion that it is reasonable for the magistrate of the court to change the voir dire fee award by court order If it is felt that a jury pool is deserving. However, in no instance may the award be more than $15.00 per day nor less than $6.00 per day. IT IS THEREFORE ordered, adjudged and decreed that the fees as prescribed above are hereby set by the Brazos County Commissioners Court effective immediately and to remain in effect until further orders are issued by this Court. Done in open Court this the 30th day of January, 1996. 4~~-gc~ Alvin W. Jones, ounty Judge • Gary No n, o mi r, Pre inct 1 Randy Simsommissioner, Precinct 3 L Sandie Walker, ommissioner, Precinct ~arey Cauley r., Commission V, 7nct 4 V0 PAGtE,&4 - f , SICK LEAVE: An employee's sick leave accrual will begin the date of hire with the 30-day probationary period enforced by the Department Head. The Department Head will ultimately be responsible for recovering sick leave time advanced to an employee during the 30-day probationary period or sick leave time overextended to an employee beyond his/her sick leave balance. If unable to recover the unearned time, the Department Head will be financially responsible. Beginning February 1, 1996, the payroll system will be set to accrue sick leave biweekly with each payroll. This will allow employees' leave records to be updated more timely. Personnel will enter sick leave codes from the leave-code table for all eligible employees as a part of new employee data entry. Entering these codes will initiate sick leave accrual on a new employee's first payroll cycle. An employee transferring from a non-accruing to an accruing position, or vise-versa, must have his/her leave record adjusted accordingly when his/her position transfer is keyed in by Personnel. COMPENSATORY TIME: Using the leave code table, compensatory leave codes should be assigned to all new eligible (non -exempt)-'employees at the time they are entered into the system. Compensatory time will accumulate in the compensatory time bank as earned, reported, and approved by the Departments. If an employee changes to an exempt status or transfers to another Department, the compensatory time bank must be paid by the Department in which it was earned. Compensatory time owed to an employee changing status or transferring should be noted clearly on the payroll time sheet covering the effective date of the change /transfer, and the notation should be made next to the name of that employee. The Department Head will be responsible for notifying Payroll of compensatory time due to a terminating employee by recording a notation on the time sheet with the final hours worked. A termination date should be reported on the time sheet next to the terminating employee's name. At this time, there are some non-eligible (exempt) employees with compensatory leave balances. These leave balances are in question and are being reviewed by the Auditor. FLOATING HOLIDAY: As of January 1, 1996, the floating holiday banks were reset to reflect a zero balance. All departments have been instructed to code floating holiday hours on their time sheets. When these coded hours are processed through the payroll system, the time sheet will reflect a negative balance in the floating holiday bank which will enable the departments to use the time sheet to accurately track employees who have used their floating holiday. VOL_ c- f L. r [r i... _.lya...i.~ ~._r,.-.._..sa..-.aL:~usa ,...,.....w .a.-,...L..y.... t..- ~ ~l 1 r t " 4 r ' Using the leave code table, floating holiday codes should be assigned to all eligible employees at the time they are entered into the system. It will be the Department Head's responsibility to insure that the six-month probationary period is enforced and that each eligible employee is allowed only one floating holiday. If a Department Head allows an employee to take the floating holiday before the six-month probationary period and that employee should terminate employment during the probationary period, it will be the responsibility of the Department Head to notify payroll on the time sheet turned in for termination pay. This will enable Payroll to deduct the appropriate amount from the final paycheck. If a Department Head fails to notify Payroll on the final time sheet, the Department Head will be responsible for recovering the expense. URMAMTrIM, • An employee's vacation leave will begin with the date of hire. Vacation time will accrue on a biweekly basis which will reflect a more precise balance record than accruing monthly. Based on eligibility, new employees entered into the system should be assigned a vacation leave code from the leave table. The Department Head will be responsible for enforcing the six-month probationary period and alerting Payroll by making a notation on the time sheet if an employee owes vacation time upon termination. These notations should be clear and specific and should be noted next to the terminating employee's name. Notation should include the date of termination and the amount of vacation owed to the County. If the Department Head fails to alert Payroll upon termination by making this notation on the time sheet, the Department Head will be responsible for recovering the expense. When an employee terminates and the County owes that employee vacation time, it will be the Department Head's responsibility to alert Payroll by making a notation on the time sheet. The notation should be clear, specific, and should include the date of termination and the amount of vacation time due to the terminating employee. Payroll may be contacted to verify time owed to a terminating employee. Effective January 1, 1996, leave code assignments to all jail employees will be set to 120 hours per 2 years, with the exception of the positions listed as follows: Job Class 4028, position 6, Job Class 8059, Position 1, and Job Class 4031, Position 1. ~J Jail employees qualifying for jailer's leave at the 120 hr/2 yr accrual will be at Department Head discretion. It will be mandatory for the Sheriff's administration to notify the Personnel Department of employees that qualify for the jailer position vacation accrual rate. It will also be mandatory for the Sheriff's administration to notify Personnel of any position that has a status change from jailer accrual to regular accrual, or vise- versa, as soon as possible but not later than ten days prior to the status change. vqL,-.J? •ti ry